A flexible working request is a formal way to ask for a change to how, when, or where you work. Submitting that request in writing matters. It shows professionalism, creates clarity, and gives your employer something concrete to review and respond to.
In the US, flexible working isn’t governed by a single federal right in the same way it is in some other countries. That makes the quality of your request even more important. A clear, well-structured flexible working request letter helps managers understand what you’re asking for, how it would work in practice, and why it makes sense for the business.
Here, we’ll share ready-to-use templates, examples for common situations, and practical advice on how to write a flexible working request that employers can realistically approve, for employees, parents, caregivers, returning professionals, and HR teams who want requests handled consistently and professionally.
What is a flexible working request?
A flexible working request is a written proposal to change your working arrangement while remaining in your current role. It focuses on structure, not performance or compensation.
Flexible working arrangements commonly include:
- Remote or work from home arrangements
- Hybrid schedules with a mix of home and office work
- Part-time hours or reduced schedules
- Compressed workweeks such as four longer days
- Flexible start and end times
- Job sharing or adjusted schedules for caregiving
Flexible working is typically handled at the employer’s discretion, unless it relates to a protected accommodation under laws such as the Americans with Disabilities Act or state-level regulations. Even when accommodations are not legally required, many employers support flexible work because it improves retention, productivity, and employee satisfaction.
Research supports this shift. A 2025 study for BMC Psychology found that employees with flexible work options report higher engagement and lower burnout, with no drop in productivity when flexibility is well managed. IWG has also reported that flexible working policies are now a key factor in attracting and retaining experienced professionals, particularly parents and caregivers, with 77% of businesses “adapting to improve talent retention” with flexible working.
How do I write a request for flexible working?
A strong request is clear, professional, and practical. It explains what you’re asking for, when it would start, and how it would work for your role and your team.
Your goal is to remove uncertainty for the person reviewing it.
Keep the tone professional and collaborative. You’re not asking for permission to care about your life. You’re proposing a working arrangement that supports performance and sustainability.
Avoid oversharing personal details. Focus on logistics and outcomes.
Who should you address the request to?
Address your request to your direct manager unless company policy states otherwise. Your manager is usually the person responsible for workload planning and team coverage, so they’re best placed to assess how the arrangement would work day-to-day.
If your organization involves HR in formal working arrangement changes, copying HR can help ensure the request is documented and handled consistently. When in doubt, check your employee handbook or internal guidelines so your request follows the expected process from the start.
What to include in a flexible working request letter
Every effective flexible working request letter should include the following elements. Together, they make your request clear, professional, and easy for your employer to review.
- The date and recipient: This shows when the request was made and who it’s formally addressed to. It helps with record-keeping and ensures the request reaches the right decision-maker.
- A clear statement that you are requesting a flexible working arrangement: Be direct and explicit about what the letter is. This avoids confusion and signals that the request should be reviewed as a formal working arrangement discussion.
- The specific change you are proposing: Outline exactly what you are asking for, such as remote work, reduced hours, or adjusted start times. Specificity helps your employer assess feasibility and avoids assumptions.
- Your preferred start date: Including a start date gives your employer a clear timeline to work with and shows that you’ve thought about implementation, not just the idea.
- How your responsibilities will be covered: Briefly explain how you will continue to meet role expectations, collaborate with your team, and manage handovers if needed. This reassures your employer that work continuity has been considered.
- A statement of openness to discussion or a trial period: Showing flexibility signals collaboration and reduces perceived risk. Trial periods are often an easy way for employers to say yes while retaining the option to review.
This structure shows that you have thought the request through and makes it easier for your employer to respond constructively.
Flexible working request letter templates
Below are copy-and-paste flexible working request letter templates for common situations. Each follows a clear, professional structure and can be adapted to suit your role.
1. Remote or hybrid work
Use this template if you’re requesting to work from home either full time or on a hybrid basis. It keeps the focus on structure, availability, and performance, making it easy for managers to assess how remote work would function day to day.
[Your Name]
[Your Job Title]
[Department]
[Date]
Dear [Manager’s Name],
I am writing to formally request a flexible working arrangement. I would like to propose working remotely on a [full-time / hybrid] basis, beginning on [proposed start date].
Under this arrangement, I would continue to meet all role responsibilities, attend required meetings, and remain available during core working hours. I believe this structure would support productivity and focus while allowing me to work efficiently.
I am happy to discuss how this arrangement could work in practice or to consider a trial period if helpful.
Thank you for considering my request. I look forward to your feedback.
Kind regards,
[Your Name]
2. Reduced hours or part-time work
This template works well if you are asking to reduce your working hours on a permanent or long-term basis. It emphasizes continuity and planning, which helps reassure employers that responsibilities will still be managed effectively.
[Your Name]
[Your Job Title]
[Department]
[Date]
Dear [Manager’s Name],
I am writing to request a flexible working arrangement involving reduced hours. I would like to propose working [number] hours per week, effective from [proposed start date].
I have considered how this change would impact my responsibilities and would ensure continuity through clear handovers, prioritization, and availability during agreed working times.
I am open to discussing how this could work operationally and whether a trial period would be appropriate.
Thank you for taking the time to review my request.
Sincerely,
[Your Name]
3. Compressed workweek
Choose this template if you want to work your full-time hours across fewer days. It highlights productivity and efficiency while leaving room to discuss practical details such as coverage and collaboration.
[Your Name]
[Your Job Title]
[Department]
[Date]
Dear [Manager’s Name],
I am writing to formally request a compressed working schedule. I would like to propose working my full-time hours across [four] days per week, beginning on [proposed start date].
I believe this arrangement would allow me to maintain productivity and availability while improving focus and efficiency during working hours.
I would welcome the opportunity to discuss this further and explore whether a trial period would be suitable.
Thank you for your consideration.
Best regards,
[Your Name]
4. Childcare or caregiving
This template is designed for situations involving childcare or other caregiving responsibilities. It keeps personal details minimal and focuses on how the arrangement supports sustained performance and clear communication at work.
[Your Name]
[Your Job Title]
[Department]
[Date]
Dear [Manager’s Name],
I am writing to request a flexible working arrangement to better balance my work responsibilities with caregiving commitments. I would like to propose [brief description of arrangement], starting on [proposed start date].
I remain committed to my role and have considered how this arrangement would support continued performance and communication within the team.
I am happy to discuss options or adjustments that ensure this arrangement works well for everyone involved.
Thank you for your time and consideration.
Kind regards,
[Your Name]
What’s a good reason for flexible working request?
Employees aren’t required to justify flexible working with deeply personal explanations, but you might prefer to include one in your flexible working request email. A good reason is one that is clear, relevant, and practical.
Common and reasonable reasons include:
- Childcare or elder care responsibilities
- Health, disability, or recovery needs
- Return to work after maternity, paternity, or medical leave
- Reducing commute time to improve productivity
- Improved work-life balance and sustainability
- Increased focus or reduced burnout
Employers consistently report that clarity matters more than detail. A concise explanation helps decision-makers focus on feasibility rather than personal circumstances.
According to data from Gallup, around 60% of employees with remote-capable jobs actually want a hybrid work arrangement. That expectation is shaping how employers evaluate requests.
Can an employer refuse flexible working?
Yes. Employers can refuse flexible working requests unless the request qualifies as a legally required accommodation.
That said, employers are expected to consider requests in good faith. Many organizations assess requests based on:
- Operational needs
- Team coverage and collaboration
- Client or customer requirements
- Performance expectations
Best practice is to document the decision and provide a clear explanation. A well-written request reduces the risk of misunderstanding or automatic rejection.
How much notice for a flexible working request?
There’s no federal notice period required to submit a flexible working request in the US.
However, practical timing matters. Submitting your request well ahead of the desired start date improves the likelihood of approval. Many employees give 4 to 8 weeks’ notice.
Employers typically respond within a reasonable timeframe, often 2 to 4 weeks, depending on company size and internal processes.
If your request lacks details, employers may ask for clarification before making a decision.
What happens after you submit a flexible working request?
Once you submit your flexible working request, the process usually becomes more structured and predictable. Most employers follow a similar set of steps designed to assess feasibility, clarify details, and document the outcome.
- Initial review of the request: Your manager or HR team will review the details of your request to understand what you’re asking for and how it fits with role requirements, team coverage, and business needs. At this stage, they may flag questions or areas that need clarification.
- A meeting to discuss feasibility: Many employers will schedule a conversation to talk through the request. This is your opportunity to explain how the arrangement would work in practice and to address any concerns. The tone is typically exploratory, not adversarial.
- Possible revisions or alternative proposals: Employers may suggest adjustments to your original request, such as different days, hours, or a hybrid option. This back-and-forth is normal and often leads to an arrangement that works better for everyone.
- Agreement on a trial period if applicable: Trial periods are a common way to move forward with minimal risk. They allow both sides to test the arrangement, gather feedback, and make changes if needed.
- Written confirmation of the outcome: Once a decision is made, employers typically confirm it in writing. This outlines what was agreed, when it starts, and any review dates or conditions.
Documenting the outcome protects both parties and ensures expectations stay clear as the new arrangement begins.
Tips for increasing the chances your flexible working request will be approved
Flexible working requests succeed when they are practical and thoughtful. The strongest requests make it easy for a manager to see how the arrangement would work in real terms. We recommend focusing on these principles:
- Be specific about what you are asking for: Clearly outline the days, hours, or location you’re proposing. Specific requests are easier to evaluate and reduce the risk of misunderstandings.
- Show awareness of team and business needs: Acknowledge how your role fits into the wider team and how collaboration, deadlines, or coverage will be maintained. This shows you’re thinking beyond your own schedule.
- Address potential concerns proactively: If your request could raise questions around availability, communication, or workload, address them directly. Anticipating concerns builds confidence in your proposal.
- Offer flexibility within your proposal: Make it clear that you are open to adjustments, such as different days or core hours. This collaborative approach makes approval more likely.
- Suggest a trial period: Trial periods reduce perceived risk and give everyone a clear review point. They often make it easier for managers to say yes.
Managers are more likely to approve requests that feel low risk, clearly structured, and well planned.
Writing a flexible working request that works for everyone
Submitting a flexible working request is often just one step in a larger shift toward clearer, more efficient work. Once arrangements change, communication, documentation, and follow-ups matter more than ever.
Fyxer helps employees and managers handle written workplace communication with less friction. From drafting professional requests to organizing follow-ups and keeping decisions documented, Fyxer supports clear, consistent communication without adding admin pressure.
When flexible working is supported by strong documentation, everyone benefits.
Flexible working request FAQs
Do flexible working requests have to be in writing?
Most US workplaces accept a flexible working request email. In more formal environments, a letter attached as a PDF may be preferred. If your company has an internal policy or HR portal, follow that process.
When in doubt, email is appropriate.
Can I request flexible working from day one?
Yes. There’s no minimum service requirement under US law, though employer policies may vary. Some employers prefer flexible working requests to be raised after onboarding, while others encourage early conversations to set expectations from the start. Checking internal policies or raising the request during onboarding discussions can help you understand the best timing.
Can I appeal a rejected flexible working request?
Many employers allow employees to revisit or revise requests. A rejection does not always mean a permanent no. You may be able to adjust the proposal, address specific concerns, or suggest a trial period. Reviewing feedback and involving HR can help move the conversation forward constructively.
Can flexible working be temporary?
Yes. Temporary arrangements are common, particularly for caregiving or recovery periods. Employers often agree to flexibility for a defined timeframe with a planned review date. This approach provides structure while allowing both sides to reassess as circumstances change.
Does flexible working affect pay or benefits?
IIt can, depending on the arrangement. Reduced hours often impact pay and benefits eligibility, especially for health coverage or paid time off. Employers should clearly outline any changes in writing so there are no surprises once the arrangement begins.